1 Conducting Successful Community Forums: Engaging Stakeholders, Mobilizing Communities A National Teleconference & Webcast Thursday, September 10, 2009

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Conducting Successful Community Forums:

Engaging Stakeholders, Mobilizing Communities

A National Teleconference & Webcast Thursday, September 10, 2009

3:00 PM – 4:30 PM EDT

SILC-NET Presents…

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Today’s discussion led by…

Carol LukasCarol LukasFieldstone AllianceSt. Paul, MNwww.FieldstoneAlliance.org

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Source

www.FieldstoneAlliance.org

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Session ObjectivesParticipants will be able to:

1. Describe types of forums and select appropriate type for achieving goals

2. Identify and obtain resources needed to support a successful forum

3. Explain how to manage and execute the event logistics

4. Describe methods for supporting follow-up action and reporting results

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Section 1

Choosing a Forum

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What is a Forum?

Historically: marketplace where business was conducted

Today: public meeting where issues important to the community are considered

Potentially: tool for initiating change in your community

© Fieldstone Alliance 2008© Fieldstone Alliance 2008

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Complexity of Social Change


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Before You Begin…

1. What kind of change do you hope to see?

2. Who needs to be involved for change to happen?

3. What barriers will you face?

4. Would a forum help you make this change?


Why Do You Want to Hold a Forum?

99© Fieldstone Alliance 2008© Fieldstone Alliance 2008

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Types of Forums


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Community Education Forums


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Community Engagement Forums


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Community Action Forums


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Forum Considerations


1. Questions?

2. What are examples of goals for forums you’ve held or attended?

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Questions & Answers

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Section 2

Lining up Resources

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Steps in Pulling off a Forum


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Convene a Planning Group

Who should be at the table? Size Representation Access to resources (money, time, staff, constituents,

policy)

Role Plan the forum Guide the process Promote attendance Provide connections, resources Communicate with constituents© Fieldstone Alliance 2008© Fieldstone Alliance 2008

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Create a Concept Paper

Forum goals

Issues the forum will address

Target audience(s)

Partners and potential sponsors/funders

Overall forum design

Timeline

Budget: revenue and expense


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Raise Resources

Leadership Partners Money Space/food Program supplies : nametags to

interpreters to trash bags to newsprint Time/Staffing/volunteers Media attention


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Pay Attention to Leadership

From Krile, James F. From Krile, James F. The Community Leadership HandbookThe Community Leadership Handbook, Fieldstone Alliance. 2006, Fieldstone Alliance. 2006

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Design the Forum

Design is how the forum is structured, including techniques, tools, facilitated activities that will influence audience’s knowledge, attitudes, and skills.

Design is… More than an agenda Creates total experience: physical, social,

intellectual, emotional, spiritual Conveys a meta-message

(e.g. we are in this together; we shall overcome; we can make a difference; we have hope)


Design Elements

Pre-researchTrends; current situation; comparative information

Structured activities Brainstorming; nominal group process; round robin;

storytelling; visioning; prioritizing; dot-voting Reinforcing symbols

Packets of flower seeds; balloons; music; seven generations candle; door prize; key-word applause; PayDay candy bars; compass

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1. Questions?

2. What design elements or techniques have you found to be especially effective in community forums?

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Questions & Answers

Section 3

Making it Happen

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Event Preparation

1. Create agenda

2. Identify resource people

3. Plan logistics Date, time, place, registration, signage, access,

traffic flow, food service, lighting, equipment, supplies

4. Create communications materials5. Plan for follow-up

Evaluation, reporting, involvement opportunities, future input

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Red Flags

No agreement on goals Scheduling conflicts Can’t raise enough money Low attendance at planning meetings Weak/no leadership Minimal interest among constituencies Not enough lead time


Two Key Roles in Managing the Event

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The Event


Coordinator

Handle communications Deal with registration and check-in Prepare materials, equipment Coordinate, motivate volunteer

helpers Oversee facilities and food Do troubleshooting


Facilitator

Set open, relaxed tone Remain objective and neutral Appoint recorder, reporter, and timekeeper Monitor process/assist dialogue; don’t

participate Clarify and summarize Applaud wide range of views Ensure 100% participation Stay on time, end on time

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1. Questions?

2. What would you do, if during a forum…

a) You get 3x the number of people you expected?

b) A speaker talks for 30 minutes longer than allowed?

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Questions & Answers

Section 4

Getting Results

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Planting Seeds: Prep Work for Follow-up Action

Make sure design and agenda produce results you want

Understand key issues before forum Prepare research/background material to

advance discussion Allow time for creative discussion and

interaction Prepare resource materials for attendees Line up follow-up hosts/sponsors before the

forum3434


Fertilizing: Building Commitment During the Forum Handouts – where to go, what to do

Convene groups with similar interests

Provide opportunities for involvementReview of reports, work groups, leadership opportunities, follow-up forum

Structure commitment to actionBuddy system, postcards


Harvesting: Getting Results

1. Budget time and staff for follow-up

2. Produce forum summaries or reports

3. Coordinate follow-up actionShould emerge during forumEarly small successes

4. Communicate, communicate

5. Support emerging leaders


1. Questions?

2. What creative approaches have you seen to get follow-up results?

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Questions & Answers

Five Principles to Remember

1. Form follows function – keep your goals in front of you

2. Get buy-in – engage your audience early, before the forum

3. Do your research – get accurate information about audience and issues

4. Do your math – work within your resources

5. Be creative – make it memorable


Wrap Up and Evaluation

Please complete an evaluation of today’s program – Thank you!

SILC-NET

Support for development of this Webcast/teleconference was provided by the U.S. Department of Education, Rehabilitation Services Administration under grant number H132B070003-08. No official endorsement of the Department of Education should be inferred. Permission is granted for duplication of any portion of this PowerPoint presentation, providing that the following credit is given to the Fieldstone Alliance and SILC-NET project: Presented as part of the Fieldstone Alliance and SILC-NET, a program of the IL NET, an ILRU/NCIL/APRIL National Training and Technical Assistance Project. Material in this presentation created and copyright owned by Fieldstone Alliance, Inc.

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1 Conducting Successful Community Forums: Engaging Stakeholders, Mobilizing Communities A National Teleconference & Webcast Thursday, September 10, 2009